diff --git a/purchase/purchases/rfq/bills.rst b/purchase/purchases/rfq/bills.rst index af19b648b..96ccf5558 100644 --- a/purchase/purchases/rfq/bills.rst +++ b/purchase/purchases/rfq/bills.rst @@ -1,3 +1,227 @@ ============================== How to control supplier bills? -============================== \ No newline at end of file +============================== + +The **Purchase** application allows you to manage your purchase orders, +incoming products, and vendor bills all seamlessly in one place. + +If you want to set up a vendor bill control process, the first thing you +need to do is to have purchase data in Odoo. Knowing what has been +purchased and received is the first step towards understanding your +purchase management processes. + +Here is the standard work flow in Odoo: + +1. You begin with a **Request for Quotation (RFQ)** to send out to your + vendor(s). + +2. Once the vendor has accepted the RFQ, confirm the RFQ into a + **Purchase Order (PO)**. + +3. Confirming the PO generates an **Incoming Shipment** if you purchased + any stockable products. + +4. Upon receiving a **Vendor Bill** from your Vendor, validate the bill + with products received in the previous step to ensure accuracy. + +This process may be done by three different people within the company, +or only one. + +Configuration +============= + +Installing the Purchase and Inventory applications +-------------------------------------------------- + +From the **Apps** application, search for the **Purchase** module and +install it. Due to certain dependencies, installing purchase will +automatically install the **Inventory** and **Accounting** applications. + +Creating products +----------------- + +Creating products in Odoo is essential for quick and efficient +purchasing within Odoo. Simply navigate to the **Products** submenu under +**Purchase**, and click **Create**. + +.. image:: media/bills03.png + :align: center + +When creating the product, Pay attention to the **Product Type** field, +as it is important: + +- Products that are set as **Stockable** or **Consumable** will allow you + to keep track of their inventory levels. These options imply + stock management and will allow for receiving these kinds of + products. + +- Conversely, products that are set as a **Service** or **Digital Product** + will not imply stock management, simply due to the fact that + there is no inventory to manage. You will not be able to receive + products under either of these designations. + +.. tip:: + It is recommended that you create a **Miscellaneous** product for all + purchases that occur infrequently and do not require inventory + valuation or management. If you create such a product, it is recommend + to set the product type to **Service**. + +Managing your Vendor Bills +========================== + +Purchasing products or services +------------------------------- + +From the purchase application, you can create a purchase order with as +many products as you need. If the vendor sends you a confirmation or +quotation for an order, you may record the order reference number in the +**Vendor Reference** field. This will enable you to easily match the PO +with the the vendor bill later (as the vendor bill will probably include +the Vendor Reference) + +.. image:: media/bills04.png + :align: center + +Validate the purchase order and receive the products from the **Inventory** +application. + +Receiving Products +------------------ + +If you purchased any stockable products that you manage the inventory +of, you will need to receive the products from the **Inventory** application +after you confirm a purchase order. From the **Inventory** dashboard, you +should see a button linking you directly to the transfer of products. +This button is outlined in red below: + +.. image:: media/bills07.png + :align: center + +Navigating this route will take you to a list of all orders awaiting to +be received. + +.. image:: media/bills05.png + :align: center + +If you have a lot of awaiting orders, apply a filter using the search +bar in the upper right. With this search bar, you may filter based on +the **Vendor** (or **Partner**), the product, or the source document, also known as +the reference of your purchase order. You also have the capability to +group the orders by different criteria under **Group By**. Selecting an +item from this list will open the following screen where you then will +receive the products. + +.. image:: media/bills02.png + :align: center + +Purchasing **Service** products does not trigger a delivery order. + +Managing Vendor Bills +--------------------- + +When you receive a **Vendor Bill** for a previous purchase, be sure to +record it in the **Purchases** application under the **Control Menu**. You +need to create a new vendor bill even if you already registered a +purchase order. + +.. image:: media/bills06.png + :align: center + +The first thing you will need to do upon creating a **Vendor Bill** is to +select the appropriate **Vendor** as this will also pull up any associated +accounting or pricelist information. From there, you can choose to +specify any one or multiple purchase orders to populate the vendor bill +with. When you select a purchase order from the list, Odoo will pull any +uninvoiced products associated to that purchase order and automatically +populate that information below. If you are having a hard time finding +the appropriate vendor bill, you may search through the list by +inputting the vendor reference number or your internal purchase order +number. + +.. image:: media/bills01.png + :align: center + +While the invoice is in draft state, you can make any modifications you +need (i.e. remove or add product lines, modify quantities, and change +prices). + +.. note:: + Your vendor may send you several bills for the same purchase order if: + + 1. Your vendor is in back-order and is sending you invoices as they + ship the products. + + 2. Your vendor is sending you a partial bill or asking for a deposit. + +Every time you record a new vendor bill, Odoo will automatically +populate the product quantities based on what has been received from the +vendor. If this value is showing a zero, this means that you have not +yet received this product and simply serves as a reminder that the +product is not in hand and you may need to inquire further into this. At +any point in time, before you validate the vendor bill, you may override +this zero quantity. + +Vendor Bill Matching +==================== + +What to do if your vendor bill does not match what you received +--------------------------------------------------------------- + +If the bill you receive from the vendor has different quantities than +what Odoo automatically populates as quantities, this could be due to +several reasons: + +- The vendor is incorrectly charging you for products and/or services + that you have not ordered. + +- The vendor is billing you for products that you might not have + received yet, as the invoicing control may be based on ordered or + received quantities. + +- Or the vendor did not bill you for previously purchased products. + +In these instances it is recommended that you verify that the bill, and +any associated purchase order to the vendor, are accurate and that you +understand what you have ordered and what you have already received. + +If you are unable to find a purchase order related to a vendor bill, +this could be due to one of a few reasons: + +- The vendor has already invoiced you for this purchase order, + therefore it is not going to appear anywhere in the selection. + +- Someone in the company forgot to record a purchase order for this + vendor. + +- Or the vendor is charging you for something you did not order. + +How product quantities are managed +---------------------------------- + +By default, services are managed based on ordered quantities, while +stockables and consumables are managed based on received quantities. + +If you need to manage products based on ordered quantities over received +quantities, you will need to enable **Debug Mode** from the **About Odoo** +information. Once debug mode is activated, select the product(s) you +wish to modify, and you should see a new field appear, labeled **Control +Purchase Bills**. + +.. image:: media/bills08.png + :align: center + +You can then change the default management method for the selected +product to be based on either: + +- Ordered quantities + +- Received quantities + +Batch Billing +------------- + +When creating a vendor bill and selecting the appropriate purchase +order, you may continue to select additional purchase orders and Odoo +will add the additional line items from that purchase order. 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